No ERP System

If you manage your inventory and track capabilities primarily using a spreadsheet (or an accounting system like Quickbooks Online), you can still benefit by using Rotabull as a sales system.

The main difference when using Rotabull without a connected ERP system is that you will need to upload your stock and related data into the system. There a couple of ways to do this, the easiest is to access the Products page where you can manage all your data in one place:

To access the products page, you first need to turn on Generated Listings in the Listing Rules Settings. This is because the products page will generate listings from your stock and other data that can be synced to marketplaces.

Once you have Generated Listings turned on, the Products Page will replace the main Listings Page in Rotabull. You can then access the Products Page by clicking on Listings at the top of Rotabull:

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The Products Page is only available for users that do not have an ERP system connected to Rotabull. If you do have an ERP system connected, turning on Generated Listings will not enable the products page. It will instead generate listings using the data synced from your ERP.

Uploading Data in the Products Page

There are six sections on the left side of the product page. Clicking on any section will display the corresponding data in your Rotabull account, if it exists. Some of these sections require that you upload data to them.

Listings - Parts and Listings - Repairs: These are the marketplace listings that Rotabull will generate from your other data. You do not need to upload any data here. If you'd like to have Rotabull sync these to your connected marketplaces, you'll want to turn on the marketplace sync in the Integration Settings.

Stock: Your inventory data. Stocklines that you upload here will be viewable via the "Stock" button when responded to an RFQ.

Non-Stock Parts: Here you can upload parts that you'd like to add to your listings but are not part of your stock.

Part Masters: Upload Part Master data, which can affect how listings are generated.

Alternates: You alternate part number data. Alternate parts will be used when generating listings. Your alternate parts will also be displayed when responding to an RFQ.

To upload data, just click the section you'd like and click "Replace" or "Add to Existing". You will need to upload a spreadsheet. The uploader shows which columns are required, or you can see here.

Uploading Listings

You can upload your inventory (or other parts/capabilities lists) to Rotabull through the user interface, by going to Listings > Upload File, selecting your import type, and uploading a spreadsheet that matches the template file.

1. First, double-check that your spreadsheet matches the required format for Rotabull, which is described on the right-hand side of the Upload page. It can be an excel spreadsheet or CSV. Required columns must have data in all rows, the optional columns can have empty rows or be omitted entirely.
2. Select the type of Inventory you are uploading (Inventory, MRO Capablities, Non-stock parts or Non-stock capabilities). You can optionally select "Sync to Marketplaces" which causes Rotabull to push your new inventory to your connected Marketplaces (see integrations) once the upload is complete.
3. Choose a file and then click "Upload Spreadsheet" to verify the spreadsheet:

First, check that Rotabull has selected the correct row for the header (column names), then click Next.

On the next screen, you'll want to manually verify that Rotabull has identified the correct column names for each Template Field. If the "Columns in your File" doesn't exactly match the column names in your spreadsheet, then click the dropdown to see other options. You should be able to select the correct column name here, if not please double-check the format. For assistance, reach out to [email protected].

Note: Some of the Template Fields/Column Names are optional and can be ignored if they are not in your spreadsheet. The required fields will have a red asterisk next to the name of the template field.

From here, click Next to view a full preview of your spreadsheet:

Click the "Show all rows" dropdown in the top left and select "Show invalid rows only" to see if any of the rows in your spreadsheet need corrections before submitting the file. Invalid fields will be highlighted in red; you can choose to correct the errors or omit those rows entirely. If everything looks correct, click Submit to begin the upload.

A small popup window in the bottom right of Rotabull will indicate that the upload is in process, and will show you when the upload is complete. Upload times can vary depending on the size of your inventory and system load.

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Inventory tip

• To maximize your RFQs from most online marketplaces, you should upload new inventory as frequently as possible (ideally every day)!
• Note that any spreadsheet you upload will replace your entire inventory. If you need to add just a few parts, a quick way to do it is to download your current inventory from the Listings page, add the new parts to it, and re-upload.